Administrative Assistant

3 days ago

Pittsburgh, United States University of Pittsburgh Full time
LRDC-Pennsylvania-Pittsburgh-(

This position is at the Learning Research and Development Center (LRDC), a multi-disciplinary center for research to advance the science of learning by bringing together leading researchers in the cognitive, social, and educational sciences. The Institute for Learning (IFL) is a dynamic K-12 professional learning service provider, housed within the Learning Research and Development Center at the University of Pittsburgh. We collaborate with school districts and organizations to equip educators with the knowledge and resources they need to elevate student achievement. We are seeking a highly-organized and detail-oriented individual to join our team as an Administrative Assistant. The incumbent will closely collaborate with a team comprising five staff members, three leadership members, and ten subject-specific Fellows to carry out the work and mission of the IFL.

Responsibilities (anticipated frequency in parentheses):
Calendaring and scheduling (ongoing): Manage the IFL's shared calendar, schedule meetings, and coordinate logistics for professional learning sessions and events.
Content delivery (weekly): Coordinate with IFL Fellows to ensure print and digital materials are delivered to clients in a timely manner.
Travel and event planning: Lead event planning logistics as primary point of contact for conferences and other events (3-4 times per year). Assist with travel arrangements and coordination for professional learning and internal IFL convenings and events (monthly).
Instructional material support: Assist with the assembly and preparation of instructional materials for professional learning services (weekly).
Purchasing and billing: Receive and generate purchase orders, estimates, and invoices (weekly). Complete expense reports as needed (monthly). Manage IFL's stock of office supplies and professional learning product inventory to be sure we always have what we need on hand when it is needed (monthly).
Session preparation: Organize and assemble materials for in-district professional learning sessions. Coordinate with Fellows, staff, partners, and printing/shipping partners to ensure all materials are included and shipped in time for scheduled professional learning sessions (variable, with greater frequency in the fall semester).
Facilitate internal and external meetings: Create agendas, attend and take notes at meetings, and share minutes of meetings (ongoing).
Licensing and copyright management: Maintain database of partner licenses of IFL materials and prompt renewals as appropriate (monthly). Maintain database of copyright permissions for use of materials in IFL sessions (as needed). Obtain and renew copyright permissions as required (as needed).

Qualifications: 

Minimum of 2 years of experience in an administrative or office assistant role Excellent communication and interpersonal skills Meticulous attention to detail Proficient in MS 365 Suite (especially Word, Excel, PowerPoint, and Outlook) Strong organizational skills with the ability to prioritize and manage multiple tasks and deadlines simultaneously Ability to work independently and as part of a team Experience in education sector is a plus Familiarity with learning management systems is a plus

Position will require being on campus at least one day per week, more if necessary.

Job Summary

Supports senior level roles in a wide variety of complex administrative and office functions as well as specialized technical support for academic or administrative departments.

Essential Functions

Administrative office tasks, including: calendaring and scheduling; travel and event planning; facilitating internal and external meetings; licensing and copyright management.

Primarily sedentary. Significant level of computer use. Must be able to communicate clearly in email, phone, online calls/meetings.

Physical Effort

Packing boxes with onsite professional learning session materials. Boxes may weigh up to 35 pounds.

The University of Pittsburgh is committed to championing all aspects of diversity, equity, inclusion, and accessibility within our community. This commitment is a fundamental value of the University and is crucial in helping us advance our mission, which includes attracting and retaining diverse workforces. We will continue to create and maintain an environment that allows individuals to discover, belong, contribute, and grow, while honoring the experiences, perspectives, and unique identities of all.

The University of Pittsburgh is an Affirmative Action/Equal Opportunity Employer and values equality of opportunity, human dignity and diversity. EOE, including disability/vets.

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